...
| Table of Contents | ||||||||||
|---|---|---|---|---|---|---|---|---|---|---|
|
Login to Guest Rooms Dashboard
1- Click on the CMA Icon
2- Select the Guest Rooms module to open up the Guest Rooms reservation grid.
Guest Rooms Dashboard
1- Use the Calendar to find the date of the occupant’s arrival. Use the single green arrows to navigate the grid one
day at a time. Use the double green areas to navigate the grid one week at a time.
...
10- Click on the Refresh Button 
to refresh the information on the grid.
Making a Reservation
1- There are two ways to start making a reservation. First you can use your mouse to highlight the first night of
the arrival until the last night of the arrival by dragging your mouse across the desired dates and select New
Reservation 
...
You will see the color of the reservation turn an aqua color. This indicates that the room is now in a “Reserved”
status.
Room Reservation Information Pane
1- Once you select your sponsoring member, the information pane for this reservation opens below the
reservation grid. This is where you will enter the details of the reservation.
...
Once you have assigned the second room, we will see it appear on the grid in the same aqua color.
Other Tab Options
Let’s take a look a look at the other tab options listed in the reservation information pane.
...
Certain sections of the email confirmation can be customized for each club at the beginning of the setup process.
Blocking Guest Rooms
1- Select the ‘Add Block’ icon. 
...
Note: If you need to cancel the block at anytime, select ‘Remove Block’ icon 
Checking In a Reservation
When it is time to check in your occupants, select the Check In button 
to start the check in process.
...
3- Select ‘Check In’ to complete the check in process.
Cancelling or Wait Listing a Room
1- To cancel a room make sure that it is not checked in and select ‘Cancel Room’ 
This will turn
the reservation to a red color.
...
Note: A room on the waiting list and a cancelled room will be listed on the bottom of the grid. Use the filters
on the left to view any rooms that are cancelled or on the waiting list.
Viewing a Folio
A ‘Folio’ is the billing record for an individual currently staying in one of the guest rooms.
...
Note: A credit card cannot be attached to an individual’s folio. It will be recorded to the room folio.
Night Audit Wizard
1- In the upper left hand side of the Guest Rooms Dashboard, the user can find an option called the ‘Night Audit
Wizard’ to post the room rates to the room folios.
...
6- The room rates are now on the room folio.
Transferring Charges between Folios
The Guest Rooms module will allow you to transfer charges from the different levels of the folios.
...
Note: You can only transfer transactions within a folio tree within the same reservation. You can transfer
balances from one folio to another folio by using the Point of Sale module.
Manual Folio Charge
If you need to manually enter items to an occupant’s folio, the user can accomplish this through the Manual Folio
Charge option.
...
10- A summary screen will appear where you can preview the transactions. Next you can post the charges to the
folio accounts.
Using the POS to charge back to a Folio
The Guest Rooms module will be able to tender any POS charges back to a specific occupant’s folio listed in the
Guest Room module. The folio becomes “Active” on the day of arrival. The folio will remain active 12 hours after the
occupant has checked out.
...
8- The transaction is now listed on the occupant’s folio.
Checking Out the Reservation
Now it’s time to check out the rooms. First we must settle out each individual’s folio. The individual folio must have a
zero balance to be able to check out the room folio. We do this by either transferring the charges to the room folio or
settle the individual folio.
...
12- Once the each room is checked out, the room reservation on the Guest Rooms grid turns a gray color.
Splitting a Room Charge
If you have a need to split a room charge between two occupants, you will need to use the Manual Folio
charge to credit one occupant’s folio for half of the night’s stay and charge half of the night’s stay to the
other occupant’s charge.
...
Once the room charge is split, you can settle each folio with using the normal settlement process.
Override Folio Charge
Override Folio Charge is used when you have a folio from the past that you need to add a charge back to
that folio. This is usually a high level function so each employee must be given permission for this
functionality.
...